Privacy Policy

Who we are

Stage Operator is a production-management tool used by Encore Technologies LLC (“we,” “us”) to organize theatrical productions. This policy explains what personal information we collect through the app, how we use it, and your choices. Questions? Contact us at admin@stageoperator.com.

Information we collect

Depending on your role, we may collect:

• Account & profile: name, email, phone, pronouns, bio, headshot/photo, birthday (month and day only — we do not store your birth year), role, role details (character, voice part, instrument, department), and job title.
• Age status: whether you are 18 or older. You are asked this once when you first sign in; for accounts created by an administrator it may be recorded by the production team. We use it only to limit who can see a minor’s contact details (see “Children’s Privacy”).
• Audition submissions: contact details, experience, roles of interest, scheduling conflicts, and any other information you provide on the audition form (which may include age or age range).
• Scheduling & participation: availability, reported conflicts, RSVPs, attendance (whether you were present, late, absent, or excused at rehearsals, as recorded by the stage manager), and contributed/volunteer hours.
• Content & communications: uploaded files and photos, messages posted in cast chat, feedback submissions, and notes exchanged between the production team and you (including your replies).
• Contact preferences: how you’d like to receive reminders (email and/or text) and whether your contact details are shared with the rest of the company.
• Production records: for production leadership, budget, ticketing, sponsorship, and contract information related to the show (this is organizational, not personal, data).

How we use it

We use this information solely to run the production: building the company directory, scheduling and tracking rehearsals and performances (including taking attendance), casting, producing the program, managing the show’s logistics and finances, and communicating with the company. Communications may include email and/or text-message reminders, audition and account invitations, rehearsal notes, and reports — sent to the channels you choose in your reminder preferences. We do not sell your personal information.

How it's stored and shared

Access within the app is restricted by role — for example, schedule conflicts and financial data are visible only to appropriate production leadership. We share personal information with third parties only as needed to operate the app, comply with the law, or with your consent.

We rely on the following service providers (processors), who handle data on our behalf:

• Supabase — database, authentication, and file storage.
• Resend — sending email (invitations, reminders, notes, and reports).
• Twilio — sending text-message reminders/ notifications to phone numbers you provide (only if texts are enabled and you opt in).
• Anthropic — optional AI features (e.g. the orchestra/show-selection helpers); only the show details you submit to those tools are sent, and they are not used to train models.
• Vercel — running the application.

Children's privacy

Community theater frequently involves minors. If a participant is under 18 — and especially under 13 — additional protections and consents may apply under laws such as COPPA (US) and others.

Within the app, a participant marked as under 18 has their email and phone number hidden from fellow cast and crew; only production staff (and the participant themselves) can see a minor’s contact details. This is an in-app safeguard and is not a substitute for the consents and policies below.

A parent or guardian consents in writing before a minor participates in a production, including consent to account creation, data collection, and the use of photos. To review, correct, or remove a minor’s information, a parent or guardian may contact us at admin@stageoperator.com.

Data retention

We keep personal information for as long as needed to run the production and for one year after it ends, after which we delete or anonymize it.

Your choices and rights

You may review and update most of your information from your profile in the app. You can also choose whether your email and phone are visible to the rest of the company (a toggle on your profile), and control whether you receive reminders by email, text, both, or not at all. To request access to, correction of, or deletion of your personal information — including a minor’s — contact admin@stageoperator.com. Depending on where you live, you may have additional rights under laws such as the GDPR or CCPA/CPRA.

Security

We use reasonable safeguards, including role-based access controls, to protect your information. No system is perfectly secure, however, and we cannot guarantee absolute security.

Changes to this policy

We may update this policy from time to time. We’ll post the new effective date above and, where appropriate, notify you.

Contact

Encore Technologies LLC
10196 Colton Avenue, Painesville, OH 44077
admin@stageoperator.com